SNETP AISBL Internal rules and operational procedures

Preamble The Sustainable Nuclear Energy Technology Platform (SNETP) Association (AISBL) emerged from a

formal fusion of the NUGENIA AISBL (established in 2011) and the Sustainable Nuclear Energy

Technology Platform (SNETP) (recognised since 2007). The transformation of the association has been

agreed unanimously in spring 2019 during a joint General Assembly of both entities and formally

recognised by the Belgian administration in autumn 2019. This fusion allows SNETP AISBL to be the

unique and the official representative of the 3 pillars – NUGENIA, ESNII and NC2I.

A transition period has been running since May 2019 until the Association puts in place a new

governance and processes and whenever the Governing Board formally concludes that transition

period.

The Internal rules were elaborated by the “transition Secretariat” team based on the previous practical

experience with running the Secretariats of NUGENIA since 2013 and of SNETP since 2008 and other

similar assignments. It will be endorsed by the SNETP Governing Board.

Introduction SNETP is an International non-profit-making association, according to Belgian laws, established in

Brussels since November 2011. The scope and structure of the Association are described in its Statutes.

The daily running of the Association is organised upon provisions described in the Internal rules. These

are issued and updated by the SNETP Governing Board as defined in the art. 9.1.1 ii. and iii. of the

Statutes. Updates can be processed if any major change is identified by the executive bodies of the

Association.

The Internal rules are divided into 7 chapters providing details on actions or activities envisaged in the

Statutes and operational procedures. Where possible, a clear reference to the Statutes is provided.

The level of detail for different sections may vary depending on the complexity and/or maturity of the

issue.

The Internal rules are complemented by a wide set of Annexes that contain templates, operational

information, schemes etc. The annexes are subject to regular changes upon a triggering action

(decision, change of information, etc.)

Content Preamble ..................................................................................................................................... 1

Introduction ................................................................................................................................. 1

Content ........................................................................................................................................ 2

List of Abbreviations ..................................................................................................................... 4

List of Annexes ............................................................................................................................. 5

Administrative and Financial Procedures ............................................................................... 6

Members ................................................................................................................................. 6

1.1.1. Membership conditions and application ......................................................................... 6

1.1.2. Categorisation ................................................................................................................. 6

1.1.3. Annual subscription ......................................................................................................... 7

Annual Budget preparation ..................................................................................................... 8

Costs follow-up ........................................................................................................................ 8

Annual closing and audit ......................................................................................................... 8

Treatment of invoices .............................................................................................................. 9

Bank operations ....................................................................................................................... 9

1.6.1. Treasurer and other involved persons ............................................................................ 9

1.6.2. Validation of payments ................................................................................................... 9

1.6.3. Bank operation types and thresholds ............................................................................. 9

1.6.4. Conditions for credit card use ....................................................................................... 10

Obligations towards Belgian and other administrations ....................................................... 10

1.7.1. Seat and invoicing details .............................................................................................. 10

1.7.2. VAT ................................................................................................................................ 10

1.7.3. Moniteur Belge (MB) ..................................................................................................... 11

1.7.4. The Ultimate Beneficial Owner (UBO) register ............................................................. 11

1.7.5. Transparency register .................................................................................................... 11

Procurement process ............................................................................................................ 12

Technical Activities ............................................................................................................. 13

Pillars governance and representation ................................................................................. 13

Scientific Committee (SC) ...................................................................................................... 13

Technical documents ............................................................................................................. 14

Technical meetings ................................................................................................................ 15

Technical reviews .................................................................................................................. 15

Strategic and International Interactions ............................................................................... 15

Strategic documents .............................................................................................................. 15

Interactions with Associate Members ................................................................................... 16

Interactions with Permanent Observers ............................................................................... 16

Interactions with Stakeholders.............................................................................................. 17

Organisation and Co-organisation of events ......................................................................... 17

Facilitating SNETP members to represent the Association at selected events ..................... 17

Sponsorships, Partnership and Co-organisation ................................................................... 18

Membership in groupings or other organisations................................................................. 18

Involvement of SNETP in collaborative projects ................................................................... 18

Ethic principles .................................................................................................................. 19

Project Lifecycle .................................................................................................................. 20

Project creation process ........................................................................................................ 20

4.1.1. Open Innovation approach ............................................................................................ 20

4.1.2. Detail of the Project idea review process for labelling session ..................................... 20

4.1.3. Label .............................................................................................................................. 20

Project portfolio monitoring ................................................................................................. 21

4.2.1. Projects follow-up ......................................................................................................... 21

Dissemination of results & Knowledge management ........................................................... 21

Operational Procedures ...................................................................................................... 23

Support Office (SO) ................................................................................................................ 23

5.1.1. General Secretariat ........................................................................................................ 23

5.1.2. Administrative Secretariat ............................................................................................. 23

5.1.3. Treasurer ....................................................................................................................... 23

Governance formalities ......................................................................................................... 24

5.2.1. General Assembly – ordinary meeting .......................................................................... 24

5.2.2. General Assembly – extraordinary meeting .................................................................. 24

5.2.3. Presidency ..................................................................................................................... 24

5.2.4. Governing Board ............................................................................................................ 25

Activity plan (annual plan, mid-, long-term plan) ................................................................. 25

Services .................................................................................................................................. 25

IT infrastructure .................................................................................................................. 26

Web ....................................................................................................................................... 26

Members area ....................................................................................................................... 26

6.2.1. Electronic Content Management (ECM) ....................................................................... 26

6.2.2. Users Directory .............................................................................................................. 26

6.2.1. Organisations Directory ................................................................................................. 26

6.2.2. Open Innovation Platform ............................................................................................. 26

6.2.1. Survey ............................................................................................................................ 26

6.2.2. Library ............................................................................................................................ 27

Invoicing tool ......................................................................................................................... 27

Communication .................................................................................................................. 28

Communication strategy ....................................................................................................... 28

Visual identity ........................................................................................................................ 28

Position Papers ...................................................................................................................... 28

Newsletters & Newsflashes ................................................................................................... 28

Social media ........................................................................................................................... 28

Factsheets .............................................................................................................................. 29

Press releases ........................................................................................................................ 29

List of Abbreviations Abbreviation Explanation

SNETP Sustainable Nuclear Energy Technology Platform International Association

ESNII European Sustainable Nuclear Industrial Initiative SNETP pillar

NC2I Nuclear Cogeneration Industrial Initiative SNETP pillar

IR Internal Rules SNETP document

SRIA Strategic Research & Innovation Agenda SNETP document

DS Deployment Strategy SNETP document

VR Vision Report SNETP document

GA General Assembly SNETP governing body

GB Governing Board SNETP governing body

SC Scientific Committee SNETP technical body

CB Coordination Board SNETP pillar representative body

NUGENIA Nuclear Generation II & III Technology association SNETP pillar

AISBL Association internationale Sans but lucratif International Association

ENIQ European Network for inspection and qualification NUGENIA TA8

IAEA International Atomic Energy Agency International organisation

OECD/NEA Organisation for Economic Development & Cooperation

International organisation

WNA World Nuclear Association International organisation

WANO World association for nuclear operators International organisation

ETSON European Technical Safety Organisation network Network

MENAE MELODI, EERA, NERIS, ALLIANCE Network of radiation protection platforms

ENEN European Nuclear Education Network International Association

IGDTP Implementing Geological Disposal of radioactive waste Technology Platform

International association

EERA European Energy Research Alliance International Association

ECM Electronic content monitoring ?

FLEXX No explanation Collaborative platform

List of Annexes SNETP Annex 1 – SNETP Organisations, category, fees & contact persons

SNETP Annex 2 – Basic budget

SNETP Annex 3 – Costs & budget follow-up

SNETP Annex 4 – Service providers

SNETP Annex 5 – SNETP Pillars Governance

SNETP Annex 6 – Scientific Committee & pillars members

SNETP Annex 7 – Publications & material

SNETP Annex 8 – Interactions

SNETP Annex 9 – Events & SNETP meetings

SNETP Annex 10 – Sponsorships & co-organisation

SNETP Annex 11 – Project creation process procedure

SNETP Annex 12 – Templates (1&2) for submission of project ideas

SNETP Annex 13 – Template for evaluation of project ideas

SNETP Annex 14 – Project ideas lifecycle (ideas, labels and projects)

SNETP Annex 15 – Certificate/label

SNETP Annex 16 – Support Office members

SNETP Annex 17 – Templates for proxies at GA meeting

SNETP Annex 18 – Promissory note

SNETP Annex 19 – Application form GB/Presidency candidates

SNETP Annex 20 – Governance members (Governing Board & Presidency)

SNETP Annex 21 – Templates for proxies at GB meetings

SNETP Annex 22 – Factsheet template for SNETP project portfolio

SNETP Annex 23 – Template for membership applications

SNETP Annex 24 – Template budget for SNETP Forum

SNETP Annex 25 – Services specifications

Administrative and Financial Procedures Members

1.1.1. Membership conditions and application

The conditions to become member of the association are detailed in art. 4 of the Statutes.

To become an SNETP Member, the authorised representative of the interested organisation must

submit a complete application form. Identification of the duly assigned representative acting as the

main Contact person during the application process and initial official communication with the SNETP

Secretariat is required. Details on the Member candidate and specifically the motivations to join the

Association must be provided.

In practice, an application form must be submitted by email and the original sent by post to SNETP-

AISBL- official address, to formally consider the membership request. The application form is available

in the SNETP Annex 23 – Template for membership applications.

The formal aspects of the applications are reviewed by the Support Office. A complete application with

a recommendation of the Support Office for acceptance (or not) is submitted to the SNETP Governing

Board for decision. The communication on the decision shall take approximately 3 months following

the first formally correct submission of the Application Form.

Contact details of the experts representing the candidate organisation in different pillars and

eventually technical areas can be provided upon request to the Support Office. The nominated experts

will be invited to contribute to the continuous technical/scientific work of the Association through its

pillars.

1.1.2. Categorisation

There are 3 main categories of members (art 4.4 of the Statutes):

- Full Members

- Associate Members

- Permanent Observers

For statistical and eventually other purposes these 3 categories are divided into several subcategories as follows:

Full Members:

1. Public R&D organisations and Technical Safety Organisations: a. Over 5 000 employees, b. Between 1 000 – 5 000 employees, c. Between 150 – 1 000 employees, d. Less than 150 employees,

2. Private Research & Technology Organisations (RTOs): a. Over 5 000 employees, b. Between 150 – 1 000 employees, c. Less than 150 employees, d. Private sector actors (non-SMEs),

3. Private sector actors a. Industry (manufacturers, service providers, …) b. Engineering company c. Vendor d. Utility

4. Small – Medium Enterprises (SMEs): a. Medium-sized,

b. Small, c. Micro

Country category

Employees Turnover or Balance sheet total

Medium-sized < 250 ≤ € 50 m ≤ € 43 m

Small < 50 ≤ € 10 m ≤ € 10 m

Micro < 10 ≤ € 2 m ≤ € 2 m

To identify the category combine the number of employees with the turnover or the balance sheet 5. Academia:

a. University, b. Dedicated department of a university, c. Other academia.

Associated Members:

1. Legal entity excluded from the category of Full members, 2. Groupings/NGO (networks, consortia, associations, clusters, platforms, federations…) 3. National, European & International organisations

Permanent observers:

1. Public authorities: a. Ministry, b. National agency, c. European body

2. Others: a. Standardization body, b. Other private entity, c. Other public entity, d. Individuals.

The full list of SNETP members, their category, subcategory, involvement in the pillars and the

Organisation Contact Person (OCP) is available in the SNETP Annex 1 – Organisations, fees & contacts

persons. The annex is a living document regularly updated.

1.1.3. Annual subscription

Full members shall pay an annual membership subscription, unless decided otherwise by the General Assembly. (art. 7.2.1) Associated Members shall pay annual membership fees, unless decided otherwise by the General Assembly. (art. 7.1 i.)

Permanent observers shall not pay annual membership fees.

The amounts corresponding to the annual membership fees for each category and subcategory are

published in the minutes of the General Assembly and on the public website of the association.

It is up to the decision of the Governing Board to pursue or not the payment of the annual membership

fee if a member decides to withdraw from the Association during the year without having paid the

annual subscription (art. 6.1, art. 6.3 and 6.4).

Under specific circumstances, the General Assembly can delegate powers to the Governing Board to

cancel ad hoc or per decision the payment of membership fees for Full Member or Associate Member

organisations.

Annual Budget preparation

The annual budget preparation exercise is a mandatory activity performed by the Support Office well

in advance of the General Assembly.

The annual budget is pre-approved by the Governing Board and presented to the General Assembly

for final approval.

The structure of the minimum budgetary items is provided in the SNETP Annex 2 – Basic budget).

The construction of the budget is mainly based on a bottom-up approach reflecting different requests

expressed by the pillars and the Support Office. The budget is also based on the expenses of previous

years and adjusted taking into account the expenses occurred.

These inputs from the pillars and eventually other sources within the SNETP shall be provided at the

latest two months before the end of the previous fiscal year, or at the latest 2 months before the date

of the General Assembly with budget approval on its agenda.

The good practice is to prepare a balanced annual budget in which the costs are not higher than the

expected incomes from the annual subscriptions.

Exceptions to this good practice can be envisaged in case of new services or any extraordinary

activity(ies). These deviations shall be well explained to the Governing Board and the General

Assembly.

The approved budget must be provided to the accounting services and to the auditors upon request.

The Support Office and the Treasurer oversee the use of resources allocated in the budget. Any

deviations – overspendings and/or underspending shall be duly tracked and explained in the Annual

report.

The annual budget is not a public document but when approved it shall be made available upon request

or through the online Members Area.

Costs follow-up

The costs follow-up is a continuous activity assured by the Support Office. A comprehensive table with

the budgetary items structure is updated continuously upon reception of any invoice or payment.

The costs follow-up is provided regularly by the Support Office to the Treasurer in order to inform the

Governing Board on the status of the use of resources.

The table is also a tool for internal verification on items provided to the accounting services.

The costs follow-up is not a public document and shall be accessible only to the Presidency, Governing

Board and the Support Office.

The cost follow-up is available in the SNETP Annex 3 – Cost follow-up. The annex is a living document

regularly updated.

Annual closing and audit

The annual closing is a mandatory exercise performed in the first weeks of a new fiscal year (which

runs for the Association from 1st January to 31st December). The objective of the exercise is to close

the accounting of the previous fiscal year and consolidate the annual accounts. The annual accounts

will be audited.

The closing of accounts shall be coordinated in order to allow the issuance of the audit report before

the scheduled ordinary General Assembly. A meeting between the accounting services representatives

and the auditor, if applicable, shall be organised in due time.

To finalise the audit report, several consultations of the Association members and service providers

may be requested. These requests shall be managed by the Support Office.

The annual accounts are presented to the Governing Board for validation. Once the annual accounts

are validated, the auditor can issue the audit report. The General Assembly will gather in its yearly

ordinary meeting and vote on the approval of the accounts by the auditor and the President will sign

the audit report.

The audit report is not a mandatory document to be presented to the General Assembly, but it is a

good practice to present it. The auditor can be eventually invited to the General Assembly, can be

present or can be represented.

Treatment of invoices

The invoices are treated at the first level by the Support Office.

Incoming invoices are registered in the cost follow-up, verified and submitted for validation before

payment (see articles 1.6.2, 1.6.3, 1.8 ). After the validation, the invoice is transferred to the accounting

services (by email quarterly or through an online platform provided by the service provider).

The issuance of any invoice on behalf of the Association shall be approved by the Treasurer and

eventually consulted by the accounting services.

Bank operations

1.6.1. Treasurer and other involved persons

The Treasurer is appointed by the Governing Board.

The Treasurer shall be assisted in the validation of invoices and preparation of payments by an assistant

that can be or not a member of the Support office.

The details of the SNETP bank account are:

ING Avenue Marnix 24 B-1000 Brussels IBAN: BE59363102508226 SWIFT code: BBRUEBB

The contact details of the bank manager and other staff involved in interactions with the Association are provided in the SNETP Annex 4 – Service providers. The annex is a living document regularly updated.

1.6.2. Validation of payments

The assistant prepares at least monthly the review of received invoices and submits them to the

governing bodies for approval if required.

All approved invoices are forwarded to the Treasurer and the payments are prepared remotely in the

secured electronic platform of the bank. Following the final check by the Treasurer, he/she validates

the payments.

1.6.3. Bank operation types and thresholds

The following operations are in the scope of the Treasurer and his/her assistant:

- Manage any fund transfer between the bank accounts of the Association - Regular payments linked to Belgian public administration fees, taxes or similar imposed costs - Order the execution of payments of an amount up to 1,500 EUR with a simple email

notification from the Administrative Secretariat to the Treasurer - Order the execution of payments of an amount between 1,500 and 5,000 EUR: based on email

approval by the SNETP Secretary General - Order the execution of payments of an amount above 5,000 EUR: based on email approval by

the President or Vice-President of the Association - Request any change, creation or suppression of bank accounts: written and signed approval

by the President or Vice-President of the Association - Execute any financial investment, apart from placing liquidities on the Associations interest-

generating account: written and signed approval by the President or Vice-President

Concerning signed orders, a scanned copy can precede the hard copy. The Treasurer is authorised to

proceed to any payment claimed by the Belgian tax administration, regardless of the amount, without

requiring an additional approval by the Association.

In all cases the Treasurer shall be able to proceed with payments either via internet banking or in

cooperation with the bank officer.

1.6.4. Conditions for credit card use

The use of a credit card is limited to designed persons by the Governing Board. These persons shall use

a credit card of the Association only for the purposes of facilitating operational tasks linked to the

Association activity.

Principally these tasks are:

- Payments for travel costs of the General Secretariat members linked to approved trips

- Using the credit card for securing a reservation (meeting room, restaurant, similar)

- Payments for services that cannot be paid upon invoice or for minor services

The Treasurer shall be systematically informed about the use of a credit card of the Association by

email and monthly payment extracts.

Obligations towards Belgian and other administrations

1.7.1. Seat and invoicing details

SNETP AISBL c/o EDF avenue des Arts, 53 B -1000 Brussels BELGIUM Organisation number: 0843.497.746

1.7.2. VAT

The association is subject of VAT. The VAT number is: BE 0843 497 746 VAT on the out-going invoices is applied for any clients and members in Belgium. For non-Belgian

organisations the intra-communitarian number is indicated.

Any received or issued invoice shall be shared with the accounting services through the online platform

or by email.

The Association cannot charge services not performed on the Belgian territory. Therefore, for any paid

events organised by SNETP in Europe, a local service provider (event organiser) must be contracted.

1.7.3. Moniteur Belge (MB)

Moniteur Belge is a public service of the federal justice that ensures the production and diffusion of

public and official publications in paper and electronic versions.

For SNETP purposes, the MB retains a database with a list of formal representatives of the association

(Presidency and members of the Governing Board).

Any decision related to the changes of the Statutes or representatives of the governing bodies are

published in the MB.

The elements for publication are prepared by the Support Office and the deposition is performed by

the lawyers, eventually notary. The details to be provided for the Association representatives are:

- Name

- Date of birth

- Place of birth

- Address

- Passport/ID

Attention shall be given to the finalisation of the form, where the signatures of the representative

person shall be placed.

1.7.4. The Ultimate Beneficial Owner (UBO) register

The law of 18 September 2017 on the prevention of the use of the financial system for the purposes

of money laundering or terrorist financing and limitations to the use of cash provides for the creation in

Belgium of a centralised register of beneficial owners.

The Law implements the European Directive 2015/849 on the prevention of the use of the financial

system for the purposes of money laundering or terrorist financing, (“4th AML Directive”), which

requires the Member States to take legal and regulatory measures to the effect that:

- Companies and other entities incorporated within their territory are required to obtain and

hold adequate, accurate and current information on their beneficial owners;

- A centralised register storing information on the beneficial owners of these entities is

established in order to facilitate access to this information.

Therefore, the Law provides for the obligation for the companies, a(i)sbl and foundations to collect

and hold adequate, accurate and current information on their beneficial owners.

The information relevant to the UBO register is updated by the Support Office with support of the

Presidency and external accounting/tax advisor every time the representatives in the governing bodies

change.

More information

1.7.5. Transparency register

The transparency register has been set up to get a clear idea on the interests pursued by the

Association, by whom and the related budget. The system is operated jointly by the European

Parliament and the European Commission. The Transparency Register applies to all organisations

and self-employed individuals engaged in activities carried out with the objective of influencing

the decision-making and policy implementation processes of the EU institutions. By revealing the

interests being pursued, by whom and with what level of resources, the Transparency Register

allows for increased public scrutiny, giving citizens, the media and stakeholders the possibility to

track the activities and potential influence of interest representatives. The Transparency Register

has grown since its inception and today includes almost 12 000 entities; they all signed up to a

common Code of Conduct. It is the largest tool of its kind worldwide.

Any information relevant to the Transparency register is updated by the Support Office with support

of the Presidency, if required.

More information

Procurement process

The procurement process is based on the following principles: “best quality for money, consideration

of environmental aspects of the service or product contracted and where relevant engagement to work

with local service or product providers”

The procurement procedure has the following steps:

1. Identification of needs: upon discussion within the Support Office and decision from the

Governing Board. The request shall be formalised in Terms of Reference and eventually budget

indication.

2. Announcement/Consultation: depending on the nature of the request a public announcement

can be published or a restricted consultation of at least 2 potential suppliers shall be organised.

3. Evaluation: the received offers and quotes are formally checked by the Support Office and

depending on the threshold submitted for validation (See threshold in article 1.6.3).

4. Notification: The Support office notifies the selected supplier and launches the contracting

process (where required) or the orders.

5. An archive with received offers and decisions taken for each procurement shall be kept by the

Support Office.

6. For long-term services (more than 1 year) a timeline (chart/table) shall be maintained to

eventually negotiate the extension of the service and/or prepare in time a new procurement.

For ad hoc suppliers an operational database shall be maintained to ease eventual future

consultations.

The list of verified suppliers to the Association is provided as well as the long-term service timeline in

the SNETP Annex 4 – Service providers.

Technical Activities

Pillars governance and representation

The Members of the Association shall indicate their active involvement in at least one of the three

pillars. The indication can be modified upon request and is followed in the SNETP Annex 1 –

Organisations, fees & contact persons.

Each pillar is governed by a Coordination Board (CB) that shall meet at least once a year. Each pillar

shall structure and organise its governance and communicate any major changes to the Governing

Board and the Support Office. The governing structure of the 3 pillars is provided in the SNETP Annex

5 – Pillars Governance. The involvement in the governance of each pillar can be subject to conditions

defined by the pillar (i.e. signature of a non-disclosure agreement, engagement of the represented

organisation in a memorandum of understanding or similar agreement, etc.)

The Coordination Boards of each pillar nominate their permanent representatives at the Governing

Board (art. 9.2.1) as well as experts to the SNETP Scientific Committee (art. 11.1 and 11.2).

The permanent representatives of the CBs shall attend regularly the meetings of the Governing Board.

Operational activities regarding the daily work, short- and mid-term planning and coordination of

efforts shall be regularly streamlined with the Support Office. In principle, there should not be any

duration limit for such mandate, but a rotation every two years is advised to avoid any overload.

The pillars permanent representatives shall provide regular updates (at least 2 times a year) to the

Governing Board on the pillar’s activities, plans and needs:

- Pillar strategy and its implementation

- Interactions and cross-cutting issues

- Related events

- Project portfolio status

- Project ideas status

- Governance

- Activity plan & budget

- Special requests

Each pillar shall contribute to the preparation of the annual activity plan and budget, shall provide

input to the annual activity report and shall support as much as possible the engagement of the experts

in the promotion of the SNETP objectives, activities and dissemination actions.

The representation in the Coordination Boards is performed on in-kind basis and no reimbursement is

to be expected for travels or other costs related to the meetings.

The meetings of the pillar Coordination Boards shall be organised in coordination with the Support

Office.

The list of Technical areas is available in SNETP Annex 6 – Scientific Committee & pillars members.

Scientific Committee (SC)

The Scientific Committee is a consultative body of SNETP (art. 11.2). It is composed of at least one

representative of each pillar and experts representing different technical domains (technical area

leaders, technical subarea leaders, technology representatives, etc.).

The main objective of the SC is to contribute to the technical activities performed by the Association:

- Drafting of technical/scientific documents including roadmaps, position papers, state of the

art papers, ….

- Preparing the technical programme of SNETP events

- Promoting cross-cutting and harmonisation initiatives

- Suggesting interactions and cooperation on technical/scientific issues at both European and

international level

- Identification of collaborative project ideas

- Supporting the monitoring of project portfolio

- Reviewing technical publications resulting from the portfolio projects

- Representing the Association in technical/scientific conferences and events worldwide

The list of experts contributing to the work of the Scientific Committee is given in SNETP Annex 6 –

Scientific Committee & pillars members, a living document maintained up to date by the Support

Office in close cooperation with the pillars representatives and regularly communicated to the

Governing Board. The involvement in the SC is voluntary and participation to at least 2 meetings

(physical or remote) are required.

The SC meeting shall be organised by the Support Office in coordination with the pillars Coordination

Boards.

The SC shall be as much multi-disciplinary as possible. The work of the SC is coordinated by the General

Secretariat under the supervision of the pillars Coordination Boards.

The members of the SC are experts recognised in their field of expertise by their peers, employees of

organisations that are members of the Association and are willing to contribute actively in the planned

activities.

Technical documents

The main strategic document of the Association is the Strategic Research and Innovation Agenda

(SRIA), updated every 5 years approximately. Based on the SRIA, the SNETP pillars develop

subsidiary/detailed technical documents to allow for more insights on the state of the art, R&D gaps,

needs, priorities and cross-cutting challenges among others.

These issues can be developed in different types of documents with flexible format and periodicity,

reflecting the actual situation/progress/needs in each pillar or a technical area.

In the past, and for illustration, the following technical documents were issued by the SNETP pillars:

NUGENIA Global Vision 2015, NUGENIA Roadmap 2014, ESNII Concept Paper, ESNII Implementation

Plan…

Other technical documents related to specific domains were formally published previously within the

pillars, i.e. ENIQ reports, etc.

The complete list of documents edited and published by the Association and its pillars is a living

document provided in the SNETP Annex 7 - Publications

The Governing Board is competent to formally approve the procedure to update any existing technical

document or to issue a new one. This approval consists in appointing, in close collaboration with the

pillars’ representatives, a Task Force or Working group with engaged leadership and major

contributors.

The work shall be supported and monitored regularly by the General Secretariat and the progress

reported to the Governing Board.

If there shall be any costs related to the preparation of the technical documents, these shall be

identified and budgeted accordingly, ideally well in advance in the annual budget. Among the eligible

costs can be considered i.e. costs related to meetings & workshops organisation, expert review, proof-

reading, editing, graphical design, preparation for printing, printing, distribution, storage, etc.

Technical meetings

Technical meetings refer to any expert meeting recognised by the Coordination Board of any SNETP

pillar or by the Scientific Committee (for cross-cutting, harmonisation issues, etc.). Technical meetings

can be also meetings of Working groups established by the SNETP Governing Board (art. 11.2).

The technical meetings are listed in the SNETP Annex 9 – Events & SNETP meetings

Technical meetings with periodic nature and eventually needing financial support can be supported

from the SNETP budget. Approximate need for support shall be then estimated in the annual plan.

A major annual technical event is the SNETP Forum. The format of the event is flexible, and the

programme is built on the bottom-up approach based on the inputs from the pillars. The basic costs

for the SNETP Forum are listed in the SNETP Annex 24 – Template budget for SNETP Forum

Technical reviews

The Governing Board is streamlining different efforts related to the technical reviews resulting from

the Association services, strategical work and knowledge management in general.

Under the mandate of the GB, the Support Office can therefore request pillars and its experts to

contribute to the following activities (indicative list):

• Contribution / review of a SNETP strategic document or annual report

• Contribution / review of a SNETP technical document

• Contribution / review of a technical abstract, article, position paper, press release or similar

• Peer-reviews

• Review of project ideas

• Etc.

It is expected that the contribution to these activities will be done by the experts from the SNETP

member organisations on in-kind basis. If involvement of an expert from non-SNETP organization is

required, appropriate measures shall be taken in terms of non-disclosing conditions, potential conflict

of interest, etc.

It is not excluded that for certain type of the above-mentioned activities, a financial remuneration can

be offered. The conditions for such remuneration or any similar financial engagement of the

Association shall follow the basic rules described in the SNETP procurement principles (1.8

Procurement process). Any payment/reimbursement for similar assignments shall be reasonable and

in line with the reimbursement policy of the expert organisation.

Strategic and International Interactions Strategic documents

The Association has a set of strategic documents that shall guide the platform activities and the

technical work. The strategic documents shall be regularly updated or replaced by recent similar

documents.

The list of strategic documents in chronological order and with identification of updated editions or

work in progress is provided in the SNETP Annex 7 – Publications.

The Association is systematically requested to send a representative or to contribute remotely to

drafting of strategic or similar documents by other organisations (i.e. OECD/NEA, IAEA, WNA, GIF,

FORATOM, EC SET Plan Committee, EC services , etc.).

To prepare a new or updated document and/or coordinate drafting efforts, the Governing Board shall

be informed in time in order to appoint a WG/TF with appropriate representation. The work of the

WG/TF is supervised by the General Secretariat.

Any document or major contribution resulting from the work of the WG/TF shall be reviewed by the

Governing Board or by a designated reviewer before its final approval.

The strategic documents shall be public and widely disseminated in electronic and/or paper format to

targeted audience through dedicated distribution channels.

Interactions with Associate Members

The conditions to be considered as an Associate Member of the Association are described in article 4.4

of the Statutes. By default, is considered Associate Member an organisation without a seat or main

administration in an EU member state, candidate country of country associated to an EU R&D

Framework Programme.

For groupings of several independent legal entities, supranational and international organisations, the

type of membership is decided by the Governing Board on case by case basis.

The Associate Members are invited to the General Assemblies and any technical or other events

organised by the Association.

The Association shall suggest representative(s) to attend meetings or events organised by the

Associate Member upon invitation.

The technical work and the involvement of the Associate Members’ representatives in the pillars and

its governing bodies is subject to decision of the pillar.

Working groups focusing on issues of importance for Associate Members can be set up by the

Governing Board if considered of added value for improving the mutual interactions.

The Associate Members shall have access to the online Members area and other services reserved to

SNETP members.

The Associate Members are welcome to contribute to preparation of any SNETP documents and

project ideas

List of Associate Members can be found in the SNETP Annex 1 – Organisations, category, fees &

contact persons

Interactions with Permanent Observers

The conditions to be considered as a Permanent Observer of SNETP are described in article 4.4 of the

Statutes. This category is reserved principally for public organisations and non-profit organisations that

have strong interest in following the SNETP work and activities but formally cannot or do not have

reasons to become Full Member or Associate Member.

To be considered as Permanent Observer, a nomination from the Governing Board followed by the

General Assembly ratification is needed (art. 9.1.1. viii.)

The Permanent Observers can be invited to the General Assemblies and any other event organised by

SNETP and its pillars.

List of Permanent Observers can be found in the SNETP Annex 1 – Organisations, category, fees &

contact persons

Interactions with Stakeholders

The stakeholders of the Association refer to any organisation active in the nuclear sector that is not

member of the Association.

The Association envisages to interact with “high-level” stakeholders (international/European

organisations such as IAEA, OECD/NEA, WNA, WANO, ETSON, MENAE, ENEN, IGDTP, EERA, ….national

authorities of each member state in the EU etc.) and with “field” stakeholders (industry, R&D and

academia, SMEs, national, regional or cross-border initiatives, etc.).

Targeted events and/or meetings can be organised to host representatives of the different

stakeholders’ type.

To formalise certain type of long-term interactions, the Association can engage in a “cooperation

agreement” or a “memorandum of understanding” provided that these engagements are aligned with

the purpose and the statutes of the Association.

The list of formalised interactions of SNETP stakeholders are provided in the SNETP Annex 8 –

Interactions. The annex is a living document that is being updated regularly.

Organisation and Co-organisation of events

The Association can act as an organiser and/or co-organiser of events. For this purpose, any

engagements shall be agreed by the Presidency and/or the Governing Board.

The Support office can engage volunteers from the Members of the Association or mandating a service

provider to organise an event.

In both cases, the Support Office shall prepare the Terms of Reference for the event and envisage a

financial model related to the events costs.

For formalisation of any contracts, service agreements or advanced payments the validation procedure

and thresholds indicated in the article 1.6.3 of these Internal Rules shall be respected.

Any payment/reimbursement for contracted assignments shall be reasonable and in line with the

reimbursement policy of the speaker/expert organisation.

Facilitating SNETP members to represent the Association at selected events

The Association is regularly invited to provide keynote speakers, speakers, experts, exhibition stands

or its promotional materials at international events (conferences, fairs, exhibitions, symposia, fora,

seminars, workshops, etc.).

The Support Office assures that appropriate representation is suggested and eventually consults the

Presidency and the Governing Board. The pillars shall include the identification of events to which the

Association shall be represented well in advance in order to assure appropriate coordination and

eventually budgetary provision.

If the participation of the expert is not covered by the invitee, the Association may reimburse the

related costs if such speaker/expert cannot participate in-kind on behalf of its organisation. The

reimbursement is done upon presented receipts and within the previously agreed estimated amount.

Any payment/reimbursement for such assignments shall be reasonable and in line with the

reimbursement policy of the speaker/expert organisation.

The list of events to which SNETP is regularly invited to send a speaker is provided in the SNETP Annex

9 – Events & SNETP meetings.

Sponsorships, Partnership and Co-organisation

The Association can act on all sides of the spectra as sponsor, partner, co-organiser or media partner.

The Support Office call publicly or through restricted calls towards its members look for financial or

other support related to a defined action or activity (i.e. organisation of an event, meeting, awarding

a prize, etc.). Any agreement shall be documented at least by an email communication and ideally by

a written signed document.

In case of sponsorship, such a written proof shall serve the Support Office to issue a SNETP invoice and

allocate the funding.

In case of a partnership or co-organisation, the Support Office shall ensure that all agreed formalities

are provided on both sides (sharing of logos, mutual RSS communication, reception of goodies,

presence of a speaker, etc.)

If the Association is requested to provide a donation or act as a partner or patron, the first level

decision is done at the level of the Support Office. For any amount exceeding 1.500 EUR or request

involving high-level representation, the Presidency and the Governing Board shall be consulted.

Only the official logo and other official graphical and promotional items (goodies, presentations, flyers,

etc.) shall be used when SNETP is engaged as a sponsor, partner or a patron.

For sake of transparency, the Association keeps track of the sponsorships and co-organisation in the

SNETP Annex 10 – Sponsorships & Co-organisation.

Membership in groupings or other organisations

The Association can become member of other groupings upon a decision of the Governing Board. Any

nomination to represent the Association in such groupings shall be approved by the Governing Board.

The Association is a member of the Union of International Associations (UIA) with the UA Org ID J8977.

The information in the members database of the UIA is updated annually.

Involvement of SNETP in collaborative projects

The Association can be engaged as a project partner in the R&D collaborative projects. This

engagement can be a result of proactive efforts of the SNETP representatives or upon invitation.

Any engagement as a coordinator and/or partner in a collaborative project shall be notified in due time

to the SNETP Governing Board with enough details to confirm such engagement.

The identification number (PIC) of SNETP for participation in EU-funded projects (H2020, etc.) is:

952482189

The LEAR (Legal entity appointed representative) is nominated by the Governing Board and his/her

name indicated in the SNETP Annex 20 - Governance members (Governing Board & Presidency)

For SNETP to be involved in collaborative projects, the following criteria shall be considered:

- Reinforcing collaborative projects dissemination and communication

- Facilitating coordination on researcher’s mobility initiatives and trainings

- Promoting harmonisation and cross-cutting issues

- Representing nuclear R&D community in non-nuclear projects

- Drafting R&D strategies related to the Association scope

- Creating dialogue with sectorial stakeholders, Member States, other associations

or international organisations

In case the collaborative project receives funding and the Association as a member of a project has

been allocated tasks and budget, a main contact person and a deputy shall be nominated among the

SNETP representatives to follow closely the rights and obligations resulting from the project

participation. This nomination shall be formalised by a Governing Board decision.

The GB shall be regularly informed on the role of the Association in the project and if all operational

and administrative obligations are fulfilled.

Any financial assets linked to the project shall be processed through the SNETP bank account and a

documentary and email archive shall be created to assure traceability of exchanges beyond the project

duration (up to 5 years).

Another option of involvement in the collaborative projects is to provide with a representative to be

nominated in a project end-user group, advisory board or similar consultative body. This engagement

does not require to become a formal project partner. A letter of intent can be issued by the Support

office and this interaction shall be notified for information to the Governing Board.

The Support Office shall seek for a representative within the experts of the Scientific Committee,

eventually within the member organisations. A nomination shall be done by the Association, but the

engagement of the expert is personal. Any potential costs related to the engagement of the expert

shall be dealt with directly between the project and the concerned expert.

The Association shall request to receive regular feedback on and of the expert`s contribution.

Any involvement of the Association in the collaborative project shall be reported and where possible

disseminated.

Ethic principles

The SNETP members acknowledge to be aware of and agree with commitments in the area of ethics

and sustainable development. Each SNETP member shall respect and comply with, for itself and its

suppliers and sub-contractors; international and/or national applicable and enforceable rules,

concerning:

• fundamental human rights, and in particular, to abstain from (a) using child labour or any other

kind of forced or compulsory labour; (b) any form of discrimination within their company or in

relation to its suppliers or sub-contractors;

• embargos, the prohibition of arms or drug trafficking, and terrorism;

• trade, import and export licences, customs;

• the health and safety of staff and third parties;

• work, immigration, the prohibition of illegal work;

• respecting the environment in the design, production, use and disposal or recycling of the

product;

• financial criminal offences, in particular corruption, fraud, influence peddling, swindling, theft,

misuse of corporate funds, counterfeiting, forgery and the use of forgeries, and similar or

related offences;

• measures to combat money laundering;

• competition law.

Each member shall have the right but not the obligation to ask another member to prove

commitments it took under this clause have been properly implemented.

Project Lifecycle Project creation process

4.1.1. Open Innovation approach

The Association is running for its members an open innovation platform with the aim to increase

visibility, support transparency and assure the traceability of new R&D projects ideas under the SNETP

scope. Any member with active user account can submit a project idea. The process is divided into

several consecutive steps as described below:

• Step 1: For early stage project ideas the proposer drafts a project idea following the structure in the “Template 1” and describes the concept, expertise needed, relation to any strategic document, work programme, etc.

If the project idea is mature enough (clear objectives, a preliminary consortium, a workplan), the proposer completes a “Template 2”.

The Template 1 can evolve towards Template 2 or a Template 2 can be submitted without having submitted previously Template 1.

• Step 2: The proposer submits the project idea through SOIP in PDF format.

• Step 3: After submission, a technical review is done by SNETP experts. The reviewers provide comments/ recommendations. The proposer can be asked to complete further the information already provided and resubmit the template. Or the project idea is accepted as submitted and will be published in the public interface of the SOIP.

• Step 4: The appointed experts at pillar level shall proceed with the regular review of the submitted project ideas, check the consistence with the SNETP strategic documents and the relevance for the SNETP stakeholders according to the criteria (see art. 4.1.2 below)

• Step 5: If the Template 2 is considered by the appointed experts of high relevance, it is suggested to be included in the labelling session of the Coordination Board of a concerned pillar. The recommendation on awarding the label is channelled from the pillars Coordination Board towards the Support Office. The Support Office can coordinate efforts for highly cross-cutting project ideas.

4.1.2. Detail of the Project idea review process for labelling session

The main points to be reviewed and evaluated before the publication of the project idea are the

followings:

• Coherency with the priorities of the strategic documents

• Quality of the proposal

• Impact of the proposal

In case of Template 2 additional two aspects are required to be eligible for “labelling”:

• Quality of the consortium

• Capacity for the project implementation (budget, experience of coordinator, …) The evaluation criteria templates to be used by the reviewers are in the SNETP Annex 13 – Templates for evaluation of project ideas.

4.1.3. Label

The label shall be considered as a prove that the project idea is of added value to the SNETP

community, that the envisaged R&D is aligned with SNETP priorities and that the consortium is of high-

level quality. In addition, the SNETP engages itself to promote the project idea towards potential

private, public, European and international potential funders.

The labelling sessions are processed at the level of the pillars Coordination Boards, but the labels will be emitted by the Association. Following the decision, the Support office issues the electronic certificate – SNETP label, with the issuance date, complete title of the project idea and the project proposer. The proposer will be encouraged to get in touch with the appointed contact person.

The certificate is then sent by email to the project proposer. The certificate template is available in the

SNETP Annex 15 – SNETP label - template. The list of labelled project ideas is available in the SNETP

Annex 14 – Project ideas lifecycle (ideas, labels and projects).

The different project ideas shall be followed, assisted by the SNETP liaison person (SLS) appointed by

the Coordination Board to establish contact with the proposer to eventually assist, encouraging the

evolution of the project idea into a project.

Several options are thought for pushing forward a project idea – an in-kind project, project proposal

for EU funding, project proposal for national funding scheme, international collaborative projects in

the framework of OECD/NEA, IAEA,… or any other instrument that is considered convenient by the

consortium.

Any member may express its interest in participating to the project idea development or provide

technical comments. Nevertheless, it is upon the decision of the project idea proposer to invite or not

any new partners to the consortium. The Association can provide recommendations upon consultation

but does not interfere in the constitution of a consortium itself.

The project creation process is described in detail in the Annex 11 – Project Creation process. The

templates to submit new project ideas is available in the Annex 12 - Templates (1&2) for submission

of project ideas. The list of all submitted project ideas is available in the Annex 14 – Project ideas

lifecycle (ideas, labels and projects).

Project portfolio monitoring

The project ideas that became projects are integrated to the SNETP project portfolio. The portfolio is

organized per pillar and technical area. The Association is engaged with the projects within its portfolio

to facilitate dissemination actions; support communication efforts and promote international

interactions.

The list of ongoing and past projects is available in the SNETP Annex 14 – Project ideas lifecycle (ideas,

labels and projects).

4.2.1. Projects follow-up

The projects are followed at SNETP level by identified expert volunteers from the Scientific Committee

– the so-called “SNETP liaison person (SLP)”. The role of the SLPs in the project monitoring is to identify

results with added value and to encourage the project participants to disseminate, valorise the project

outcomes and increase interactions with other projects and the nuclear R&D community in general.

The SLP shall report to the pillar Coordination Board about the progress of the project.

Dissemination of results & Knowledge management

The Association runs an online collaborative platform to share documents. This platform allows to

organise documents with different levels of accessibility and facilitate the search of the documents

with key words.

Each project in the portfolio drafts a 1-page factsheet (electronic version) that sums up the main

highlights of the project ambition and a poster (electronic + printable version). Other media type can

be requested and discussed with the Support Office on a case by case basis. The content of the

factsheet shall be updated by the project coordinator regularly. This factsheet is available at SNETP

Annex 22 - Factsheet template for SNETP project portfolio

The above materials for projects from the portfolio will be made available on the SNETP public website

and eventually in targeted online communications (newsletters, newsflashes, RSS).

Poster sessions are envisaged at every edition of the annual technical Forum.

The projects representatives and/or the SLPs are encouraged to identify project outcomes that can

become publishable as a technical report, recommendation, guidelines or other format that can be

widely distributed to the SNETP community and beyond.

Any such document must be reviewed and proof-read by experts appointed by the Coordination Board

before its publication. The editorial details and conditions for publication will be agreed on case by

case basis.

Operational Procedures

Support Office (SO)

The Support Office has three (3) operational layers – General Secretariat, Administrative Secretariat

and the Treasurer appointed by the Governing Board (art. 9.1.1 x).

5.1.1. General Secretariat

The General Secretariat is composed of volunteers contributing to the coordination, implementation

and representation activities of the Association.

The number of members can vary from 3 up to 10, depending on the expected roles, engagement level

and availability. The list of members appointed by the Governing Board is provided in the SNETP Annex

16 – Support Office members. The minimum engagement period for a General Secretariat member is

one year. Once appointed the mandate does not have a close term. But a minimum effort and

involvement in the work of the Association is required. To candidate for a General Secretariat position

a backing from the home organisation of each candidate is expected to cover the minimum in-kind

costs related to the effort and eventual travel/other costs.

To enhance synergies and collaboration among the volunteering General Secretariat Members and to

assure interface with the members of the Administrative Secretariat and the Treasurer, the members

of the General Secretariat shall nominate its representative, the Secretary General. The nominated

candidate shall be recognised by the Governing Board.

The Secretary General shall represent the Support Office at the Governing Board meetings and shall

facilitate operational interactions with the SNETP Members, the SNETP pillars and the external

stakeholders of the Association.

Regular physical and/or remote meetings shall be organised among the General Secretariat members,

at least once every 3 months.

5.1.2. Administrative Secretariat

The Administrative Secretariat is composed of volunteer(s) and/or contracted person/teams. The

scope of work shall be specified for concerned period in detailed terms of references. For certain tasks,

options may be indicated, in order to activate such option in case of need or in the most convenient

time for the Association. The minimum engagement period for the Administrative Secretariat member

is one year. Candidates for the Administrative Secretariat shall have appropriate experience and

references. The members of the Administrative Secretariat are provided in the SNETP Annex 16 –

Support Office members.

Operational and regular physical and/or remote meetings shall be organised with the Secretary

General and members of the General Secretariat.

The meetings of the General and Administrative Secretariats shall be organised at least monthly

remotely and at least every 3 months physically.

5.1.3. Treasurer

The Treasurer is appointed by the Governing Board and works in close cooperation with the

Administrative Secretariat and the Secretary General. The work is performed on voluntary basis and

principally remotely.

The Treasurer shall be formally recognised by the bank of the Association and be in a possession of

technical devices to assure secured access to the SNETP bank account.

The Treasurer shall closely monitor the use of the payment card(s) associated to the SNETP bank

account. The Treasurer shall validate any payment upon written (email) notification from the

corresponding body (see Art. 1.6.3 of Internal rules).

The name and contact of the Treasurer are provided in the SNETP Annex 16 – Support Office

members.

Governance formalities

The Association has four (4) bodies assuring the strategic, executive, technical and administrative

running of the Association. The persons engaged in the different bodies shall regularly informed and

meet physically and where/when possible remotely.

5.2.1. General Assembly – ordinary meeting

The ordinary annual meetings of the GA are called on behalf of the GB, President or the VP by a

convening notice sent to Member Contact Persons at least 90 days before the meeting (article 8.3.1.

of the Statutes).

The final agenda and supporting documents shall be distributed electronically at least fourteen (14)

days before the meeting.

In terms of practical arrangement, the GA validly meet if at least one third (1/3) of the overall voting

rights (Full Member organisations) are present or represented. This is proven by a signed list of

participants and received internal proxies (by email) and external proxies (signed Power of Attorney).

The templates to be used for this purpose are available in the SNETP Annex 17 – templates for proxies

at GA meeting.

If the annual membership subscription is not paid by the Member organisation by the date of the

General Assembly, a written signed promissory note shall be added to the minutes of the meeting and

the list of participants. The template for this document is available in the SNETP Annex 18 – Promissory

note.

The physical ordinary annual GA shall usually take place between February and May in order to close

the annual accounts of the previous fiscal year.

The GA shall be hosted by a Member organisation with support of the Support Office or organised

directly by the Support Office.

The venue of the General Assembly shall be principally in Brussels, in the country of the President/Vice

President or any other convenient place with international airport. If convenient the GA can be

organised as a side or joint event of another event.

5.2.2. General Assembly – extraordinary meeting

An extraordinary GA can be called when needed. Similar formalities as for an ordinary GA shall then

be followed.

5.2.3. Presidency

The Presidency is composed by the President and the Vice President (VP) of the Association.

The Presidency is elected for a 2-years term by the General Assembly in alternative years to the

mandate of the GB members in order to ensure continuity.

Subject to availability, the President or the Vice President shall chair the General Assembly meetings.

The President and Vice President are not members of the Governing Board but shall chair the

Governing Board meetings.

Subject to availability, the chairing of the Governing Board meeting can be delegated by the Presidency

to a Governing Board member. This delegation can be limited to a specific GB meeting or to a time

period.

5.2.4. Governing Board

The requirements for the GB candidates and the format of the candidacy form is available in the SNETP

Annex 19 – requirements for GB/Presidency candidates & application form. The list of GB members

per period is available in the SNETP Annex 20 – Governance members (Governing Board &

Presidency)

The Governing Board candidates shall be authorised representatives or have mandate from their

organisation to contribute to the work of the GB on voluntary basis. The candidates shall engage to

attend at least two (2) meetings annually.

The Governing Board meetings shall be organised at least three (3) times per year and at least 2 of the

meetings shall be physical. The GB meetings shall be hosted by a Member organisation with support

of the Support Office or organised directly by the Support Office.

The notice of the GB meeting shall be delivered at least three (3) weeks prior the meeting date and the

final agenda at least three (3) working days before the meeting.

The template for a written proxy from an absent GB member to another GB member is provided in the

SNETP Article 21 – templates for proxies at GB meetings.

The minutes of the meeting shall be reviewed, approved and made available not later than one (1)

month after the meeting.

Activity plan (annual plan, mid-, long-term plan)

The annual activity plan is an annual exercise that precedes the preparation of the annual budget. It

consists of information provided by the Pillars, internal evaluation of services and other activities

implemented, external feedback from members and concerned stakeholders, etc.

The priorities set up in the annual activity plan shall have corresponding budgetary provision and

identified Key Performance Indicators (KPI).

The annual activity plan is prepared by the Support Office, approved by the Governing Board and the

General Assembly.

Mid- and long-term activity plans are documents prepared by ad hoc WG/TF.

Services

SNETP can define services to be offered to its Members and beyond. Any service must have a Terms of

Reference, budgetary provision and a monitoring committee (MC).

Any information related to the SNETP service is provided in the SNETP Annex 25 – Services

specifications

IT infrastructure Web

The SNETP website is structured to inform on the general approach of the platform. The structure

allows to present the three SNETP pillars and add online modules for news feed, social media, etc.

The specifications of the website and basic content is available in the Annex X – Website structure &

content.

The Administrative Secretariat is responsible to maintain and regularly update the website with news

coming from the SNETP community and beyond (selected news).

Members area

6.2.1. Electronic Content Management (ECM)

The ECM online platform allows to structure the storage of electronic documents related to the SNETP

activities. In particular the minutes of meetings, photos, publications, reports, etc.

The accessibility of the platform is controlled by the Administrative Secretariat. Access is possible upon

invitation and proceeding with registration validation process (by email confirmation). The accessibility

of each area of the platform is defined by the governing bodies of the Association (Governing board,

pillar’s Coordination Boards and to some extend by the Support Office)

The documents on the platform are encrypted and regularly safeguarded.

6.2.2. Users Directory

The users directory provides information on the users registered within the Members Area. The

information is provided at the moment of registration by the user and following the acceptance of the

Privacy Policy conditions.

The concerned user can change and/or update the information at any time through its edit profile

interface.

The support office shall encourage all the users to update their information regularly and monitor and

encourage a constructive use of the platform

6.2.1. Organisations Directory

The members directory provides basic information on the organisations Members of the Association.

It is principally their full name, short name, logo, country of origin, contact address, website link,

telephone and email contact. It also indicates the Member category. Regularly update is needed.

6.2.2. Open Innovation Platform

The Open Innovation Platform aims at increasing visibility, support transparency and assure the

traceability of new R&D projects ideas identified within the scope of the Association and by its

Members.

The Platform is maintained and moderated by the Administrative Secretariat.

The information on the projects is published following the rules defined in Article 4.1.1.

6.2.1. Survey

This online module allows for inviting the users to participate to an online survey. This can be used i.e.

for searching for most convenient date for a meeting, receiving a feedback on an event or proceed

with an electronic vote.

6.2.2. Library

The public online library is a module managed from the ECM allowing to disseminate selected

documents on a public interface integrated in a website.

It is aimed to facilitate structuring, categorisation and identification of public reports and other

documents within SNETP dissemination channels.

The Platform is maintained and moderated by the Administrative Secretariat.

The SNETP library is available here.

Invoicing tool

The invoicing tool collects the information on the SNETP Member organisations. It is GDPR compliant

and allows the preparation, issuance, correction and archive of annual membership fee invoices.

The tool is managed by the Administrative Secretariat.

Communication Communication strategy

The communication strategy of the Association is defined by the communication team of the Support Office in close collaboration with the Presidency and Governing Board. It is a living document available Annex X – Communication strategy.

Visual identity

The SNETP visual identity builds on the colours and elements agreed at Governing board level.

The SNETP logo and the logos of the 3 pillars are designed in accordance.

The templates for the publications, presentations and other promotional material must respect the

basic elements of the visual identity.

Subject to decision of the Governing Board, the different graphical elements of the visual identity as

well as the names can be subject to trademark protection.

Elements available regarding the visual identity and trademark protection are available in the Annex

X – Visual identity & trademark.

Position Papers

SNETP position papers are documents elaborated in a collaborative way between the SNETP governing bodies, the Members and other interested stakeholders. Their objective is to formalise, clarify and/or highlight the position of SNETP community on certain issues related to strategy, policy, funding or similar.

Confidential, controversial and sensitive data should be avoided and appropriate references to the sources of information indicated.

The list of issued position papers is available in the Annex 7 – SNETP Publications.

Newsletters & Newsflashes

Online newsletters are prepared approximately regularly to share news on the activities of the

platform and its pillars, projects within the SNETP portfolio, highlighted events, etc. The frequency is

usually every 3 months but can be changed upon need or available information.

Online newsflashes are used to communicate in a short format highlighted or urgent messaged to the

SNETP community (i.e. wide consultation, invitation to attend an event, information on an achieved

milestone, etc.)

Newsletters and Newsflashes are prepared by the communication team of the Support Office with

support of other informed personas (Presidency, TA leaders, etc.).

The history of SNETP and NUGENIA newsletters is available in the Annex 7 – SNETP Publications.

Social media

Communication on social media is a part of the SNETP communication strategy. It is based on two

pillars: LinkedIn and Twitter to target both a community of nuclear and scientific professional and the

general public. The two accounts are updated on a weekly basis.

The social media is managed by the communication team of the Support Office with inputs

consolidated from its resources and feeds of the Support Office members and other SNETP involved

personas (experts, TA leaders, etc.).

Factsheets

The Association has different types of factsheets to disseminate information within and beyond the

SNETP community. General factsheets on SNETP related topic and factsheets highlighting the projects

in the portfolio of the SNETP pillars.

The topical factsheets are prepared upon request of the Governing Board by appointed editing task

force. The final content of the factsheet must be approved by the Governing Board.

Factsheets on the projects within SNETP portfolio are prepared by the respective project coordinator

following a template. The factsheet template is available in SNETP Annex 22 – Factsheet template for

SNETP Project portfolio

The design is of both types of factsheets is finalised by the communication team of the Support Office.

Their list of factsheets is available in the Annex 7 – SNETP Publications.

Press releases

Press releases are prepared at the occasion of key accomplishments and milestones (e.g. signature of

Memorandum of Understanding, organisation of joint event, launch of project with NUGENIA involved,

etc.).

The text is prepared by the communication team of the Support Office and confirmed at General

Secretariat level and/or the Presidency.

Arrangements to disseminate the press release through adequate channels are envisaged.

Their list of press releases is available in the Annex 7 – SNETP Publications.